Job Description
Academic Administrator
Location: Kings Oxford
Reports to: Academic Administration Manager
Hours of work: Full-time 37.5 hours per week between 8.00am and 6.00pm, Monday to Friday
Salary: £24,000- £25.500
Holiday entitlement: You are entitled to 25 days plus bank holidays, of which up to 5 days must be reserved for the Christmas closure period. You may be required to contribute to working hours during the Christmas closure period and any time worked will be carried forward as holiday, to the following year.
Role description
The Academic Administrator (AA) plays an instrumental role in supporting the Academic Administration Manager (AAM) in dealing with the day to day running of the Academic Office.
As a registered boarding school with the Department for Education, the Academic Administrator will work in line with National Minimum Standards for Boarding Schools, Ofsted’s Common Assessment Framework and Standards for Inspection of Boarding and Residential Schools. Kings accommodate both English language and academic students, on both short and long-term stays.
The Academic Administrator reports, in the first instance, to the Academic Administration Manager. The Academic Administrator will also work closely and support the Director of Academic Operations, the Director for Studies, the Director for Students, Heads of Department (HOD’s) and core Administration staff.
Having the ability to work autonomously, prioritise and complete tasks within a given timeframe, ensuring the highest of accuracy is maintained, is an essential skill needed for this role.
Duties and Responsibilities
- Work in line with the Kings Admissions Register and Attendance Policy being the Attendance Coordinator for the Academic Department. Meeting all requirements listed, including the completion and monitoring of daily attendance
- Oversee class attendance recording by teachers and recording of student absences on iSAMS, producing weekly attendance reports
- Collate attendance, de-merit and merit information for distribution
- Responsible for the recording of UCAS information in iSAMS throughout the academic year
- Oversee the disciplinary ladder and detentions and ensure this information is up to date in iSAMS
· Take notes at Briefing meetings
- Responsible for the collation of information for the Kings Oxford Quarterly Review, with particular responsibility for the attendance and disciplinary information for the main Quarterly Review spreadsheet and the attendance and IELTS information for the Dashboard
- Oversee the progress reports throughout the year, with particular responsibility for checking completion and wording of the reports and distributing them to agents and parents when finished
- Ensure all new students complete a Contacts Form
- Oversee the completion of the SI-UK forms
- Oversee the uploading of the IELTS TRFs on iSAMS, distribute the TRFs to students and inform the relevant academic staff when new results arrive
- Record all Maths and English induction test scores in September and January and enter these marks in to iSAMS
- Provide the Academic Directors with the documents they need for the induction process in September and January
- Assist the Academic Administration Manager, as necessary, with the Advanced Level Foundation Course assessments and the documentation required for the Panel meetings (four per year)
- Assist the Academic Administration Manager with the setting up of the Academic Database (iSAMS) at the start of the academic year and update throughout the year. Tasks include inputting timetables, progress reports, alumni information and general student record maintenance (including records on CLASS)
- General support including assisting and supporting other academic staff
- Attend and contribute to meetings when necessary, taking minutes when the AAM is not available
- Interaction and communication with students and teachers
- All other duties as reasonably requested
- Additional, reasonable hours may be required to complete tasks at key points of the Academic year
- Assist with reception cover as and when required
- Engage in own CPD
Emergency Phone
Kings Oxford offers a 24-hour emergency facility to our students and cover is required during all periods of closure including bank holidays, Easter and the Christmas period. You will be required to be on the emergency on call weekday and weekend rota. The number of emergency on call periods you must contribute to will depend on the number of staff on this rota. Responsibilities are defined within the emergency on call job description as well as rates of pay. Full training will be provided.
Fire Marshall
You are required to be a fire marshal whilst working at the St Josephs Campus and you must be comfortable with the responsibility this entails. Full training will be provided.
Person Specification
Kings Colleges is committed to safeguarding and promoting the welfare of children and young people and expects staff and volunteers to share this commitment.
Applicants must be able to demonstrate:
Professional experience:
- Excellent command of written and spoken English
- Be a highly efficient administrator with excellent IT skills (Microsoft Office, databases etc.)
- Excellent organisational skills and ability to prioritise workload
Personal attributes:
- Demonstrated ability to work autonomously, accurately and complete tasks within a given time frame
- Ability to adapt in a changing environment
- Polite, patient, friendly and enthusiastic with a flexible approach to work
- Excellent communication skills, with an ability to explain clearly
- Able to work under pressure
- Strong team player
- Acts in a professional manner at all times
Desirable attributes include:
- Experience working in a similar setting
Type of contract: Full time (37.5 hours per week) / Permanent
Anticipated start date: 15th June 2023, candidate notice period will be taken into consideration
Applications should be made by: ASAP
Interviews will commence on: 5thJune
Successful appointment will be dependent upon:
● Enhanced DBS check
● Confirmation of right to work in the UK
● Satisfactory references (including confirmation of no child safeguarding concerns)
● Candidates who have lived and worked abroad in the last five years will be required to seek good conduct references, or the equivalent, from the countries in which they worked, as a pre-requisite of employment
- Kings is an Equal Opportunities employer and we adhere to the principles of equal opportunity in all aspects of our recruitment process.
- It is Kings Education’s policy not to communicate further with applicants other than those who are shortlisted for a position.
- For information about how your personal data will be processed and stored please see our Kings Privacy Notices’ at: https://www.kingseducation.com/factsheets/gdpr
- For more information about Kings please go to our website: www.kingseducation.com
Kings Mission Statement
At Kings, our mission is to provide a general and linguistic education for young people from all over the world intent on studying in an Anglophone environment — developing and nurturing every student to help them achieve personal growth, personal achievement and the best learning outcome for their individual circumstances, ability and needs. We strive to create life-changing and long-lasting memories, and to help our students make ambitious, well-informed and broad-minded choices about the way they lead their future lives.
Job Types: Full-time, Permanent
Salary: £24,000.00-£24,500.00 per year
Benefits:
- Company events
- Company pension
- Discounted or free food
Schedule:
COVID-19 considerations:
We follow the government guidelines.
Ability to commute/relocate:
- Oxford, Oxfordshire: reliably commute or plan to relocate before starting work (required)
Work Location: In person
Application deadline: 31/05/2023
Expected start date: 15/06/2023
About Kings Education
Revenue: Unknown / Non-Applicable
Size: Unknown
Type: Company - Private
Website: www.kingseducation.com
Year Founded: 1957
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